# Set up the Webphone

> Give a user access to the Webphone by adding their email and a Webphone device in the PBX.

- URL: https://kb.voipcloud.online/phones-and-apps/webphone/set-up-the-webphone/
- Section: Phones and apps › Webphone
- Type: guide
- Applies to: All countries
- Last reviewed: 2026-11-09

This guide is for PBX administrators. You give a person the Webphone by adding their email and a Webphone device to their [User](https://kb.voipcloud.online/pbx/accept-make-divert/user/). Once you apply the configuration, they get an email to set their password.

## Before you start

- The person needs a user licence, and one device licence for each Webphone version they'll use. Order them in **Services** › **PBX licences**.
- Decide which versions they need. Each version is a separate device, and a user can only sign in to the versions you add:

| Device | Where it works |
| --- | --- |
| **Webphone browser** | In a web browser. Only one per user. |
| **Webphone desktop** | The desktop app for Windows, macOS or Linux. |
| **Webphone mobile** | The app for iOS or Android. Always shows as online. |

## 1. Add the email

1. On the **PBX** tab, drag **User** onto the canvas, or find the existing user, and click the gear icon.
2. Under **Webphone**, enter the person's **Email**. This is their Webphone sign-in.

## 2. Add a Webphone device

1. Under **Device configuration**, click **Add** and choose **Webphone browser**, **Webphone desktop** or **Webphone mobile**.
2. In the window that opens, select an unused Webphone device from the list and click **Add**. If there are no free devices, click **Create a new Webphone**, then click **Add**.
3. Repeat for each version the person needs.
4. Click **Save**.

![User settings with the Webphone email and the device list](https://kb.voipcloud.online/images/pbx/accept-make-divert/user-settings.webp)

If you see **There are not enough device licences.**, every device licence is in use. Order more in **Services** › **PBX licences** (the warning may offer **Order device licences**), or free one up by deleting a device you no longer need.

## 3. Apply the configuration

Click **Apply configuration**. The PBX then emails the person an invitation to set their Webphone password.

**Note:** The password email is only sent after you apply the configuration. If you entered an email but no Webphone device, the PBX warns you and the person can't sign in.

## Check it works

- Ask the person to open the invitation and set a password. See [Sign in to the Webphone for the first time](https://kb.voipcloud.online/phones-and-apps/webphone/webphone-first-sign-in/).
- Open **Devices** at the top of the **PBX** tab. Once they've signed in, the Webphone browser or desktop device shows **Online**.

## Change or swap a Webphone device

A **Webphone desktop** or **Webphone mobile** device is linked to the computer or phone the person first signs in on. If the person moves to a new computer or phone, or you added the wrong version:

- **To let them sign in somewhere new:** find the device in the user's **Device configuration** and click **Unlink** next to it, then **Unlink** to confirm. Click **Save** and **Apply configuration**. The device is then free for the person's next sign-in. **Unlink** appears only for desktop and mobile devices that have been used.
- **To change the version:** add a device of the right type as in step 2. Then click the delete icon next to the wrong device and choose:
  - **Delete** to remove it completely and free its licence;
  - **Unbind** to keep it, so you can give it to another user later.

  Then click **Save** and **Apply configuration**. All devices are listed under **Devices** at the top of the **PBX** tab.

## Help a user who is locked out

Under **Webphone** in the user's settings:

- **Reset password** emails them a link to set a new Webphone password. The section then shows when the email was sent. It appears once the person has activated their Webphone account.
- **Reset 2FA** clears their authenticator app setup. It appears once they've set up 2FA. See [Reset Webphone two-factor authentication](https://kb.voipcloud.online/phones-and-apps/webphone/reset-webphone-two-factor/).

The person can also click **Forgot your password?** on the Webphone sign-in page.

## Next steps

- [Webphone mobile app](https://kb.voipcloud.online/phones-and-apps/webphone/webphone-mobile-app/)
- [Webphone overview](https://kb.voipcloud.online/phones-and-apps/webphone/webphone-overview/)
- [Webphone troubleshooting](https://kb.voipcloud.online/phones-and-apps/webphone/webphone-troubleshooting/)